Court Services Administrative Supervisor - Administrator V / Forensic Services Department

Located within the Colorado Department of Human Services, Civil and Forensic Mental Health (CFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system.  CFMH funds, supports, and monitors numerous mental health and substance abuse community programs and providers. CFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division. CFMH executes the States’ federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.

The Forensic Services Division is responsible for six departments including Forensic Community Based Services (FCBS), Jail Based Evaluation and Restoration (JBR), Outpatient Restoration (OPR), the Forensic Support Team (FST), the  Court Services Department, and the Operations Department. 

Court Services is a statewide program with offices in Pueblo, Denver, and staff in various locales.  It provides forensic evaluations for defendants involved with the criminal justice system.  The evaluations are performed in various locations including jails, the Colorado Mental Health Hospitals, and in community locations; and are performed by psychologists and psychiatrists as mandated in CRS 16-8.5.  This work unit manages incoming court orders from throughout the State of Colorado.  Court Services works in conjunction with the Colorado Mental Health Hospital in Pueblo (CMHH), Colorado Mental Health Hospital in Fort Logan (CMHHFL) and the jail-based restoration program to monitor and address referrals for inpatient evaluation and treatment.  Court Services also monitors, coordinates, and completes outpatient and jail evaluations statewide. The work unit is responsible for compliance with the 2019 Consent Decree.  
Our teams work within various settings including community agencies, jails, courts, and hospitals. The locations can include locked units and secure facilities and our clients may at times be unpredictable due to their mental health needs. Our team is required to make critical decisions in dynamic and fast-paced environments in order to ensure a high level of accountability for patient care. Our staff are required to maintain updated skills, knowledge, abilities, and competencies necessary to the position through continuing education, clinical supervision, literature review, and discipline and team development. This position may be required to travel throughout Colorado to meet the needs of the department.

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

This position will comply with the Forensic Services Department's current 

working arrangements. 

This position exists to provide professional and technical support to the Director of Court Services by planning, analyzing, and collecting data for use by the Director of Forensic Services. The position is responsible for developing strategies for work processes to ensure the most effective process, to identify the internal and external information needs of the Forensic Services Division, communicate those identified needs for the purpose of management and program planning, and to formulate recommendations and action plans for resolution of issues.  This position will assure all Consent Decree deadlines are met, relating specifically to the monitoring of court orders for, and the assignment of, inpatient, jail and outpatient competency and sanity or mental condition evaluations.
 
This position provides oversight and supervision of the work of four Program Assistants and one Media Specialist, who are responsible for monitoring the progress of the inpatient, jail or outpatient competency, restoration and/or sanity or mental condition evaluations from receipt of court order through the completion of the evaluation and submission of the evaluation report to the courts.
 
The person in this position must demonstrate abilities in complex thinking and problem solving and have clear definitive self-initiative and ability to manage and resolve conflict with others. This position is required to function independently to manage the volume of work associated with the gathering of information, monitoring and managing orders for those patients adjudicated as incompetent to proceed (ITP) and ordered into the custody of CDHS, as well as those receiving restoration treatment on an outpatient basis, and assures all Consent Decree requirements are met.   The position will meet all Consent Decree and court deadlines by proactively and consistently tracking, analyzing, and communicating with various stakeholders of the department.      
 
This position implements, modifies, and utilizes office and time management skills and administrative procedures to complete time-sensitive duties related to locating,
collecting and data entry of specific information into Legacy Cube and other programs. This position initiates and maintains data collection devices such as spreadsheets, tables and electronic files. This position decides the most efficient means of accomplishing duties while prioritizing workload under changing work conditions; clarifies pertinent data and establishes and manages office filing and retrieval systems including the contents of files, circulation and retrieval, production, access, and proper handling and disposal of data and protected health information.  This position uses critical thinking skills to identify improvements to processes. There is a need for the Supervisor to help directly influence department or campus-wide management decisions in programmatic areas of expertise. Supervisors assess the complete range of decision-making factor measures and impact of decisions regularly made, from those dealing with the actual carrying out of decisions at higher levels, to those adapting the organization to new circumstances. When discussing impact, the impact on the organization is key.  As a State of Colorado employee, outside impact on the public is almost universal and does not help distinguish the job for job evaluation purposes. The decision-making factor helps; Understand the complete range and impact decision-making has. Understand the impact the decision levels have on the organization. Recognize the different levels of decision-making and compare them with the skills at each level. Other duties include:

Day-to-Day Monitoring of Consent Decree and Compliance for all Evaluations:

• Monitors and manages orders for those patients adjudicated as incompetent to proceed (ITP) and ordered into the custody of CDHS, as well as those receiving restoration treatment on an outpatient basis, and assures all Consent Decree requirements and court deadlines are met. 
• Monitor the receipt of court orders for patients ruled by the court as incompetent to proceed (ITP) and ordered to the custody of CDHS for restoration treatment.  All court orders will be reviewed for clarity. Orders will be interpreted to understand the intent of the court; to determine if the order remands the patient to the custody of CDHS; will undergo outpatient treatment services, or whether the patient is on a bond status, etc.  To perform this task, an understanding of the unique legal terminology and abbreviations must be developed and utilized.  Will use all pertinent resources specific to this task such as the Judicial Branch secure web-based database, the Colorado Attorney database, Legacy Cube, etc. 
• Reviews, analyzes, and interprets the intent of the court order, and seeks clarification from the court via phone calls, emails, and letters to the court. 
• Uses judgment to determine if the received order fits the known facts and adheres to legislative authority.   Will request the court to send a corrected order when necessary. Examples of these duties are:
  • Track current ITP patients on the wait list and tracker
  • Track ITP orders not received
  • Communicate with court clerks related to clarification of orders
  • Track due dates and write letters to court related to extensions
  • Communicates as needed with unit staff related to ITP inpatients
  • Keeps Director informed regarding current status
  • Travel to court hearings, team meetings, and departmental functions as needed based on departmental needs.

This position is central to the Consent Decree and is responsible for compliance with the lawsuit settlement. The Supervisor will be used for the Forensic Services Division. Therefore, the Supervisor must understand legislation and statutes and be able to apply this knowledge when communicating with the courts, management, and state hospitals for timely admissions and fulfilling court orders. Examples of these duties are:

• Monitor and analyze status of current outpatient competency patients on wait list and tracker; provide direction to the PA II and/or Media Specialist III as needed to determine appropriate evaluator assignments
• Monitor the tracking of outpatient orders to assure timely receipt and processing.
• Communicate with court clerks related to clarification of orders
• Provide problem-solving and direction to PA II and/or Media Specialist III as needed to assure settlement agreement/court due dates are met related to outpatient and jail competency exams.
• Monitor compliance standards for in-custody evaluations
• Confirm individuals determined to have an Individual Special Circumstance
• Intervene as needed with unit staff related to timely submission of outpatient competency exams.
• Keeps the division informed regarding current status of outpatient and jail competency exams.
• May be required to attend meetings with attorney general's (AGS) to provide relevant information concerning court orders, evaluator availability, and court communications.
• Collaborates with the Program Directors to include gathering and compiling information for various meetings and routing of information to appropriate professional staff.
• Generates reports for Management.  
• Interprets information from various agencies.  
• Uses discretion and creativity in managing complex factors within Forensic Services administrative structure to ensure a positive, effective solution in a dynamic and sometimes vague environment.  Shows the confidence, skills, training, intelligence, and etiquette to find solutions to questions posed by the psychologists, attorneys, management, and other stakeholders. 
• Assists actively in data collection 

Supervision:

• Direct influence and accountability for supervision, consultation, education, and completing staff performance plans, reviews, and evaluations. 
• Communicates goals, objectives, and announcements/news of the department through the most effective means (e.g., staff meetings, email, individual interactions, etc.). 
• Facilitates staff development such as mentoring and coaching of direct reports and reinforces education and training by setting regularly scheduled supervision for individual and/or group supervision and case consultation. 
• Reviews productivity numbers with employees, sets expectations and administers performance improvement plans as needed. 
• Trains employees on changes in process and procedure. 
• Responsible for assisting in collecting data to comply with the consent decree and to other stakeholder requests concerning competency and restoration clients under FSDV supervision.
• Assigns tasks, monitors progress and workflow, checks the work product, develops work schedules, and establishes work standards. 
• Provides input into supervisory decisions made at higher levels, including signing leave requests and approving work hours.
• Authorizes leave requests for personal and sick leave. 
• Assures compliance with competency requirements. 
• Checks for timely and correct completion of records and timekeeping responsibilities. Resolves personnel issues and problems in accordance with  Personnel Rules and Regulations. 
• Assesses and maintains staff competency. 
• Monitors productivity and efficiency.  
• Issues informal forms of progressive discipline such as a Performance Improvement Plan with consultation of the supervisor.  Coaching and mentoring of assigned staff. 
• Ensures staff training is up to date and determines if staff need additional training.

Other Duties as Assigned:

• This position may be called upon to perform tasks or undertake special assignments or projects deemed necessary by CFMH, but not specifically referenced in the above duties.

Experience Only:

• Eight (8) years of relevant experience in an occupation related to the work assigned to this position

OR

Education and Experience:

• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to eight (8) years

Preferred Qualifications:

• Prior supervisory experience
• Experience working/communicating with the courts
• Experience reviewing court orders
• Experience working with individuals involved in the criminal justice system
• Experience with Google Suite, to include Excel and Word
• Experience working with courts and attorneys
• Previous supervisory experience
• Strong written and verbal communication skills
• Familiarity with KRONOS
• Strong organizational skills
• Previous State Experience

Conditions Of Employment:

• Travel to court hearings, team meetings, and departmental functions as needed based on departmental needs. This position has employees in both Pueblo and Denver.
• 2-Step TB (tuberculosis) screening is required, annual Influenza vaccination, and other vaccinations as required by the State of Colorado.
• Full Background  CDHS employees (all Direct contact with vulnerable persons):
  CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers)

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

  • Disclose that information on the application.

  • Explain why the prior termination or resignation should not disqualify you from the current position.

  • Provide your employee number from your prior State employment.  Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS

CDHS Selection Process Explanation

Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements. 

• Preferred Qualifications & Competencies:

  • Relevant years of state service experience.

Minimum Qualification Screening Process 

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.  You must complete the official State of Colorado online application.  Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process.  Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review 

After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing. 

Your Work Experience/Job Duties

Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications. 

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.     

Supplemental Questions 

Answer the supplemental questions completely and thoughtfully. We will rate your answers  based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.  

• You can find the official appeal form here. 

• You must be deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or 

  • Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or

  • Faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

•  Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

• How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)

• The Assessment Process

About Us & Benefits

If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans

• Medical and dental health plans

• Employer supplemented Health Savings Account

• Paid life insurance

• Short- and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• State of Colorado Employee BenefitHub Resource Center

• Employee Wellness program

• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

• *Some positions may qualify for the Public Service Loan Forgiveness Program.

Our Values

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

ADA Accommodations

CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. 

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [email protected].

EEO Statement

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.  The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Additional Support For Your Application

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.